VALIDATION SETTINGS IN LCPTRACKER · This validation checks if employee worked more than 12 hours per day as Standard Time plus Overtime not to exceed 12 hours. A background setting

LCPtracker, Inc. P) 714.669.0052 PO Box 187 F) 562.684.0145 Orange, CA 92856 www.lptracker.com

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VALIDATION SETTINGS IN LCPTRACKER

Validations are the mathematical and logical data checks that are performed on the payroll data

submitted by the contractor. Many checks are made on the payroll data when entered.

The Validation Settings feature provides a way for the Administrator to control exactly what checks

are made on payroll data, how this information is presented to the contractors, and how the

Certification/Submittal process is controlled. The Validation Settings selection is in the Set Up

menu. Your access to this section will be defined by your Administrative role. Please note that only

those with “Full Admin” rights can view or change any Validation Settings.


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VALIDATION SETTINGS MAY BE SET BY DEPARTMENT

If your Agency is using Departments, you may set these per Department which will allow you to set

different requirements and/or labor laws per project, or group of projects.

VALIDATION CONTROLS

The Administrator can control four aspects of each validation (three if not using Departments). An

explanation of how these controls work is presented below. NOTE: if a control setting is changed,

then a payroll record that had an existing NOTICE or WARNING must be re- saved (Contractor side

Payroll Records | Edit Records) so the new settings are applied to that payroll.

YES/NO (On/Off) Controls if validation is performed If the first setting as placed at NO, you can stop there. The other two settings do not need to be changed at all.

NOTICE / WARNING Notice may block certification, whereas a WARNING causes a warning to be

delivered but does not block certification of a payroll to allow the Administrator to see the CPR.

ENFORCE/ALERT/HIDE/DISCARD

ENFORCE will force NOTICES to be cleared before certification ALERT will only warn of the existence of NOTICES when certifying and will be displayed to the ADMIN login under the VIOLATIONS TAB

HIDE will hide the WARNING or NOTICE from the contractor and will not warn when certifying and will be displayed to the ADMIN login under the VIOLATIONS TAB. Now the Admin is the first person to see the possible problem caught DISCARD will only warn of the existence of NOTICES when certifying and will NOT be displayed to the ADMIN login under the VIOLATIONS TAB


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DEPARTMENT OVERRIDES

If your Agency is using Departments, you may allow each Department to set the Validations in a

manner that will work for their Department. If you wish to have a Validation set and check across

the board, regardless of the Department, you will want to un-check the “Allow Department

Overrides?” box, thus not allowing the Departments to override global settings.

Possible combinations are NO – does not perform validation—you can leave the other settings as-is once NO is set YES/NOTICE/ENFORCE – the validation rule is treated as a Notice and correction of the NOTICE is required before certification allowed YES/WARNING/ALERT – indicates that something may be wrong but insufficient information is available to the program to determine more. Displayed to admin after certification in the Violations Tab YES/NOTICE/HIDE – determines something is wrong, does not display to Contractor, and displays to Admin in the Violations Tab YES/WARNING/DISCARD – indicates that something may be wrong but insufficient information is available to the program to determine move. Will not display to admin after certification

If a Validation test fails, it will create either a NOTICE or a WARNING. A NOTICE indicates something

is wrong based on the validation rules. A WARNING indicates that something may be wrong but

insufficient information is available to the program to determine more. An example of a NOTICE is

when the Basic Hourly Rate paid is insufficient. An example of a WARNING is when straight time is

paid on a Saturday which, depending on the craft, may or may not be OK.


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Depending on your Agency, project owner, location and/or original setup some Validations may or

may not show in your system.

Many checks are made on the payroll data when entered and then saved to run the data through

the system and Validations settings are run over the payroll. Below is a list of the checks

(validations) and a brief explanation what each check does.

The list has grown since we began LCPtracker and will continue to improve and grow as time goes

on. As of the time of this publication, there are now 52 validation settings.

Reminder: Each Validation can be set specifically per Department (Allow Department Overrides) or

to disallow and set as you wish for your entire system (uncheck and not allow overrides).

Once again depending on your Agency, project owner, location and/or original setup some

Validations may or may not show in your system.

VALIDATIONS OVERVIEW, DEFAULT AND RECOMMENDED SETTINGS

1a Checks that a dollar value has been entered in the Basic Hourly Rate blue field. This is a simple check to make sure the Contractor has put a number in this field. Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce

1b Checks the Basic Hourly is at least the prevailing wage rate

This validation checks the declared basic hourly rate of pay. Default Yes/Notice/Enforce Recommended setting is Yes/Notice/Enforce for jurisdictions like the State of California that require that the Basic Hourly Rate is paid to the worker. Recommended to be off for Davis Bacon jobs or perhaps State-funded jobs outside of CA


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2a Checks that dollar value has been entered in the Overtime Hourly Rate blue field. This is a simple check to make sure the Contractor has put a number in this field, but ONLY if they have put in OT hours worked Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce

2b Checks Overtime Hourly Rate entered by contractor in blue field

This validation checks that OT has been paid if OT hours are worked. The default calculation for OT is (1.5 * Base Hourly Rate) + Fringes Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce

3a Checks Double Time Hourly Rate entered by contractor in blue field Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce

3b Checks Double Time Hourly rate entered by contractor in blue field

This validation checks the declared hourly rate of pay if DT hours have been worked. The default calculation for DT is (2 * Base Hourly Rate) + Fringes Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce

4 Checks Training Contributions

This validation checks the amount of training funds contributed against the current training rates published by the DIR. Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce in California and any other jurisdiction that has a mandatory training contribution, all else set to NO

5 Checks Total Hourly Rate (THR) This validation checks that the THR is actually paid by dividing the amount paid by the hours worked. The equation takes into account OT hours worked and fringe benefits paid or contributed. Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce

6 Checks Basic Hourly Rate

This validation checks that the BHR is actually paid by dividing the amount paid by the hours worked. The equation takes into account OT hours worked and fringe benefits paid or contributed. Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce for California. Davis-Bacon set to NO

7 Checks Gross Pay All Projects has value


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This validation checks that the gross pay all projects amount has been entered. Default No/Warning/Alert. Recommended setting is Yes/Notice/Enforce

8 Checks Paycheck Amount has a value

This validation checks that the amount of the paycheck has been entered. Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce

9 Checks Paycheck Amount is equal to Gross Pay All Projects minus Total Deductions

This is a math check. This validation takes the Gross Pay all Projects minus the Total Deductions, plus travel/subsistence (if entered) and checks against the paycheck amount. Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce

10 Checks Minimum Wage

This validation checks that the Base Hourly Rate paid is at least the minimum wage. Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce. *Note you can set the minimum wage for your location in Set Up | Add/Edit Minimum Wage

11a Checks Standard Hours Worked per day

This validation checks that the standard hours worked per day for a given Craft is met and any hours worked after these hours is to be paid in OT. To set an overall standard hours per day, please go into your Set Up Tab, and then Department Settings. This can only be done by a Full Admin. The Standard Hours per day can also be set in the prevailing wage database craft by craft For example electricians may have a 7 hour day in some areas. Default Yes/Notice/Enforce Recommended setting is Yes/Notice/Enforce

11b Checks that the sum of all standard hours worked by an employee is less than (<=) “set standard hours per day” (example 8 hours). Similar to 11a except that is sums the standard hours on all pay-records submitted for the employee across all projects, as well as if multiple crafts are worked on one project by one employee, and then checks these hours against the Standard Hours per day that can be set in 3 different locations within the system to make sure that OT is paid after these set # of hours. The first is the Contractor Set Up form (Setup>Contractor Setup>Add/Edit

Contractor>Standard Hours Per Day), the second is against the number entered under

Department Settings (Setup>Department Settings>Emp Std Hrs) and the third is in the

Prevailing Wage Data per project in which a certain number of hours can be set per


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Craft//Classification. Default Yes/Notice/Enforce. Recommended setting is

Yes/Notice/Enforce for CA State or any other State or local laws requiring OT after, say, 8 or

10 hours. Recommended is NO for Davis-Bacon Projects.

12 Checks work any day more than 12 hours and no 2x OT hours This validation checks if employee worked more than 12 hours per day as Standard Time plus Overtime not to exceed 12 hours. A background setting is available through LCPtracker to set the value of ‘12’ to another number. Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce for California. There are some unusual exceptions to this rule in California

13 Checks Gross Pay this Project

This validation checks that the Hours entered times Rates entered equals Gross Pay This Project (Overtime is also included in calculation). Default Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce

14 Checks if Saturday hours worked and no OT hours reported

This validation checks for OT to be paid on Saturday. This is regardless if the employee has worked a 40-hour work week or not. Default Yes/Notice/Enforce. No recommended setting. Please follow the guidelines of your project

15 Obsolete

16 Checks if Sunday hours worked and no OT hours reported This validation checks for OT to be paid on Sunday. This is regardless if the employee has worked a 40-hour work week or not. Default Yes/Notice/Enforce. No recommended setting. Please follow the guidelines of your project

17 Checks Gross Pay All Projects is larger than Gross Pay This Project

This validation checks if the ‘Gross Pay All Projects’ amount is greater to or equal to the

‘Gross Pay This Project’ + any “Wages Paid in Lieu of Fringes” amount. Default

Yes/Notice/Enforce. Recommended setting is Yes/Notice/Enforce

18 Checks that an Employee Standard Time is <= 40 hours This validation checks that the sum of all standard hours worked for all classifications and if OT has not been paid after working 40 hours in one week. A message like the one below will appear showing the other records that are linked to the current one which together are


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creating the Notice. The 40 hours number can be changed in Set Up | Department Settings. Default is No/Notice/Enforce. Recommended setting is Yes/Notice/Enforce

NOTE 19a and 19b are mutually exclusive and only one should be turned on 19a Checks that the overtime pay rate stated is greater than (=>) 1.5*basic hourly rate if 1.5OT is

worked The stated "Hourly overtime rate" must be at least 1.5 times the stated "Hourly rate of pay" if overtime is worked. Default is No/Notice/Enforce. No recommended setting

19b Checks that the overtime pay rate stated is greater than (=>) 1.5*(basic hourly rate + cash rate in lieu of fringes) if 1.5OT is worked The stated "Hourly overtime rate" must be at least 1.5 times the stated "Hourly rate of pay" plus "Rate Paid in Lieu of Fringes" if overtime is worked. Default is No/Notice/Enforce. No recommended setting

NOTE 20a and 20b are mutually exclusive and only one should be turned on 20a Checks that the double time pay rate stated is greater than (=>) 2.0*basic hourly rate if

2.0OT is worked There are two parts to this Validation –

The stated "Hourly double time rate" must be at least 2.0 times the stated "Hourly rate of pay" if double time is worked. Note this hourly rate of pay here does not include fringes so it is not comparing the Double Time rate her to the Prevailing Wage Double Time rate listed in the wage determination.

20a states that if Cash in Lieu of Fringes has been paid to the employee, this amount will be considered as part of the fringe Rate when calculating Double Time. This means it will only be added into Double Time amount one time instead of 2.0 like the base hourly rate. Default is No/Notice/Enforce. No recommended setting

20b Checks that the double time pay rate stated is greater than (=>) 2.0*(basic hourly rate + cash rate in lieu of fringes) if 2.0OT is worked The stated "Hourly double time rate" must be at least 2.0 times the stated "Hourly rate of pay" plus "Rate Paid in Lieu of Fringes" if double time is worked.


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20b states that if Cash in Lieu of Fringes has been paid to the employee, this amount will be considered as part of the base hourly rate when calculating Double Time. This means it will only be added into Double Time 2.0 times like the base hourly rate will be and not once like the fringes paid. Default is No/Notice/Enforce. No recommended setting

21 Checks that the apprentices have been approved You must receive approval of the employee <employee name> as an apprentice to submit

certified payroll records. Apprentice Approval is manually done by an Administrator in the Admin Tab >> Edit Employees. Default is No/Notice/Enforce. No recommended setting

22 Checks that the Basic Hourly Rate in the database is sufficient This Validation is mainly used as a way for LCPtracker Development Team to do some testing on specific account if needed. LCPtracker requests that this setting initially be set at No and our programmers can then switch to Yes/Notice/Enforce if they need to .Default is No/Notice/Enforce. Recommended setting is No/Notice/Enforce

23 Checks that the Total Hourly Rate in the database is sufficient

This Validation is another check to make sure that the Total Hourly Rate has been met to

what is in the background wage table for the project’s Prevailing Wage. This Validation does

not have the same complexity in checks that the other Total Hourly Rate (Val_5) contains,

one example being that it does not take into account Voluntary Contributions. All of the

fields in the Fringe section are added together and then the total is divided by the number of

hours worked. The resulting number is then added to the number in the field for the “Hourly

Rate of Pay” (the Base Hourly Rate) and that final number is what the system uses as the

Total Hourly Rate. Default is No/Notice/Enforce. Recommended Setting is

YES/NOTICE/ENFORCE

24 Checks that the Sunday hours worked are at double time This validation checks for DT to be paid on Saturday. This is regardless if the employee has worked a 40-hour work week or not. . Default is No/Notice/Enforce. No recommended setting. Please follow the guidelines of your project

25 Checks that the Total Deductions equals the sum of the deductions entered. This is a simple math check, which now is aided by auto-calculation of Deductions by LCPtracker. Default is No/Notice/Enforce. Recommended setting is Yes/Notice/Enforce


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26 Sets Apprentice "No Determination Found" as a Notice, Warning, or Alert. For California accounts or accounts using combined Davis Bacon / California rates only. Default is Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce

26b Sets Journeymen "No Determination Found" as a Notice, Warning, or Alert. For California

accounts or accounts using combined Davis Bacon / California rates only. Default is Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce

27 Obsolete 28 Checks that the health insurance paid meets the required percentage

This is a validation created as a custom item for one of our users. If Contractors do not pay the appropriate amount of Fringe Benefits for Health Benefits, they can then be required by their Administrator to pay a certain percentage of their Base Hourly Rate to go toward Health Insurance Costs for each employee. The percentage must be set in Set Up | Department Settings for this rule to work correctly. Default is No/Warning/Alert/. No recommended setting

29 Checks that the I9 Form has been verified for the employee If Contractors do check off a box for each qualifying employee that states, “I certify that this employee is I9 verified”, the system will not allow the Contractor to submit payrolls for this employee. This validation requires a date in which to start the enforcement, and any employee hired after this date must be I9 verified. The default date in the system is 1/1/2010. If you wish to use a different date, please contact LCPtracker to set the date. The Date Hired for employees must also be required. Default is No/Notice/Enforce. No recommended setting

30 Checks that there are ‘Other Deduction’ notes when a value is entered in the “Other

Deductions” field If a Contractor has put in a number in the “Other” field in the Deductions section of a payroll,

the system will not allow the payroll to be certified until the Contractor has written notes as

to what “Other” deductions have been paid in the “Other Deduction Notes” section of each

payroll. Anything entered into this note field are included in notes on the Statement of

Certification part of the CPR and also appear as part of the employee record in the Certified

Payroll Report (CPR) Default is No/Notice/Enforce. Recommended setting is

Yes/Notice/Enforce


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Data Integrity Rules Validations 31 through 42 are put in place mainly to prevent CPR’s that are uploaded from being able to be certified without a proper information in place

31 Checks that craft and classifications are not equal to “Not Available” This function will force contractors to resolve upload error issues. Typically they have not set the craft match function for data uploads. Default is Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce

32 Checks that employee’s first name has been entered This is a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce

33 Checks that employee’s last name has been entered

This is a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce

34 Checks that employee’s street address has been entered This may be a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce

35 Checks that employee’s city has been entered This may be a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce

36 Checks that employee’s state has been entered This may be a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce

37 Checks that employee’s ZIP code has been entered This may be a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce


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38 Checks that employee’s gender has been entered This may be a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce

39 Checks that employee’s ethnicity has been entered This may be a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce

40 Checks that the employee date hired has been entered This may be a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce especially if you have turned Val_29 ON

41 Checks that the employee phone number has been entered

This may be a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default Yes/Warning/Alert. No recommended setting

42 Checks that employee ID has been entered This may be a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default is Yes/Warning/Alert. Recommended setting is Yes/Notice/Enforce

NOTE 43, 44, and 45 are mutually exclusive and only one should be turned on. Please discuss this with your LCPtracker Project Manager. If the App_setting on the back end, that only LCPtracker staff can access, is turned ON then none of these three should be turned on *Note--These settings do NOT influence what amount of the SSN will show on every Certified Payroll. That is a separate setting entirely.

43 Checks that SSN is not entered. SSN field must be blank This means the system will not allow any SSN to be entered for any employee. Default is No/Warning/Alert


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44 Checks that SSN is not entered and in the proper format (###-##-####) This means that the entire SSN must be entered for each employee.

This may be a required field and rule for manual entry and the validation will check for any employees created by upload that may not have this value. Default is No/Warning/Alert

45 Checks that SSN has been entered in the format xxx-xx-#### This means that only the last 4 digits of each employee’s SSN can be entered.

This may be a required field and rule for manual entry and the validation will check for any employees created by upload that may not have this value Default is No/Warning/Alert

46 Checks that the Employee’s Driver License Information, including state of issue, has been provided. Default is No/Warning/Alert. No recommended setting

47 Checks that the contractor’s Local Business License has been entered Default is No/Warning/Alert. No recommended setting 48 If Daily Log is enabled, it Checks that an employee report total hours match those in the Daily

Log. Default is No/Warning/Alert. No recommended setting 49 If Daily Log is enabled, it Checks that an employee reported in certified payroll is also

reported in the Daily Log. Default is No/Warning/Alert. No recommended setting

50 Checks that wards, geographic areas, and congressional and state districts are entered in Contractors Employee setup screen. In order for this validation to be on, Administrator must send information to LCPtracker so that their wards, geographic areas, and congressional and state districts can be loaded into the system. Administrators can choose to do the assignment under Admin | Edit Employee or if you wish Contractors to assign areas to their own employees during set up, turn this validation on. Default is No/Warning/Alert. No recommended setting

51 If Daily Log is enabled, it Checks that an employee reported as an apprentice in the Daily Log

is also reported as an apprentice in the CPR and vice versa. Default is No/Warning/Alert 52 Checks total deductions are not greater than net pay

This is a simple math check. Default is No/Warning/Alert. No recommended setting

Documents

VALIDATION SETTINGS IN LCPTRACKER · This validation checks if employee worked more than 12 hours per day as Standard Time plus Overtime not to exceed 12 hours. A background setting